Purchasing Coordinator

The Purchasing Coordinator plays a critical role in supporting daily purchasing and material management operations for project-based and contract-driven work. This position is responsible for processing purchase orders, validating vendor documentation, coordinating order revisions, and ensuring accurate communication across Purchasing, Warehouse Operations, and Accounting teams. The role helps maintain operational efficiency by supporting inventory accuracy, shipment coordination, ERP data integrity, and Return Material Authorization (RMA) activities.

This individual must be highly organized, detail-oriented, and proactive in identifying discrepancies or process gaps that could impact financial, inventory, or operational performance. The ideal candidate demonstrates strong ownership, professionalism, and the ability to effectively manage multiple priorities in a fast-paced environment while ensuring compliance with internal processes and documentation standards.

Base Salary: $50,000-$60,000.

Please note that this job posting includes base salary information for the assigned target market range within the primary geographic region where the requisition is posted.  If the position is posted in multiple locations or is a remote position, the salary range may vary. Individual pay rates will, of course, vary depending on the skills, experience, certifications, specific licenses, internal equity, and education of the applicant.

• Process purchase orders for pre-negotiated contracts and project-based work, ensuring compliance with approved requirements, internal controls, and program expectations.

• Review and validate vendor order acknowledgements to confirm alignment with purchase order terms, pricing, quantities, and delivery schedules.
• Support the Data Management Coordinator in the creation, maintenance, and validation of new items added to the ERP system, ensuring data accuracy and consistency.
• Serve as a key liaison between Purchasing, Warehouse Operations, and Accounting to facilitate seamless operational coordination and timely resolution of issues.
• Coordinate approved purchase order revisions with accounting, ensuring accurate documentation, proper approvals, and timely system updates.
• Communicate proactively and effectively with internal stakeholders regarding order status, material movement, shipment tracking, and RMA activities.
• Manage the Return Material Authorization (RMA) process internally and externally, ensuring timely execution, accurate documentation, and appropriate material disposition.
• Prepare and coordinate RMAs for warehouse processing and outbound shipments, minimizing operational disruptions and supporting efficient material flow.

• Demonstrates a strong commitment to compliance, documentation accuracy, and adherence to established processes across purchasing and warehouse operations.

• Proactively identifies discrepancies, variances, or process gaps and escalates issues appropriately to mitigate financial, inventory, and operational risks.

• Highly self-motivated with a strong sense of ownership, accountability, and follow-through in all assigned responsibilities.

• Maintains a high level of professionalism and reliability while managing time-sensitive, high-volume operational activities. 

Requirements 

• High School diploma or equivalent preferred 

• Strong communication and organizational skills. 

• Familiarity with Microsoft Office Windows based software, especially Excel. 

• Ability to prioritize and self-manage. 
• May be required to work additional hours and/or weekends, as business needs, to meet assigned workload.